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Document records management

Request for information – FOI13388

Thank you for your e-mail of 3 July 2013. Ordnance Survey does hold the information to respond to some of your points, where the information is not held this is detailed. We respond to each of your points as follows:

Under the Freedom of Information Act, I would like to request the following information please, where publicly available:

1. A breakdown of the number of Document Records Management (ECM or EDRMs) solutions across the organisation and the contract providers of the said solutions.

Ordnance Survey has one Electronic Records Management solution for the whole business, it is HP Trim supplied by Hewlett Packard.

2. For the solutions above, the current annual maintenance payments that the organisation makes to its providers and the renewal date and term for these contracts.

The annual license fee is £47,000 and the renewal date is each April.

3. Does the organisation have an Enterprise License with Microsoft including Sharepoint 2007/10.

Ordnance Survey has an Enterprise Agreement Subscription with Microsoft which includes SharePoint CALs and a single server license; however, this is not deployed.

4. A copy of the organisation’s Information Management Strategy/Roadmap for the next 1–3 years.

This information is not held by Ordnance Survey. This is because we do not have a specific Information Management Strategy.

5. If the organisation has an Information Management project, what are the current timescales?

Ordnance Survey does not have an Information Management Project – other than an upgrade to the next version of HP Trim – as part of the maintenance contract.

6. If the organisation has entered into a managed service agreement for ICT and related services; the name of the current supplier and the date when the current agreement ends.

The organisation has not entered into a managed service agreement because we have our own internal information systems provision.

As all the requested information has been provided, or is not held, we have determined that in all the circumstances of this case the Public interest consideration (section 17 FOIA) is not applicable in this instance.

Internal reviewYour enquiry has been processed according to the Freedom of Information Act (FOIA) 2000. If you are unhappy with our response, you may request an internal review with our FOI Internal Review Officer, by contacting them as follows:

Please include the reference number above. You may request an internal review where you believe Ordnance Survey has:

Failed to respond to your request within the time limits (normally 20 working days)

Failed to tell you whether or not we hold the information

Failed to provide the information you have requested

Failed to explain the reasons for refusing a request

Failed to correctly apply an exemption or exception

The FOI Internal Review Officer will not have been involved in the original decision. They will conduct an independent internal review and will inform you of the outcome of the review normally within 20 working days, but exceptionally within 40 working days, in line with the Information Commissioner’s guidance.

The FOI Internal Review Officer will either: uphold the original decision, provide an additional explanation of the exemption/s applied or release further information, if it is considered appropriate to do so.

Appeal to Information Commissioner's Office (ICO)If, following the outcome of the internal review you remain unhappy with our response, you may raise an appeal with the Information Commissioner’s Office at: